Senior Contracts Administrator

Job Description

Job Description

POSITION PURPOSE/SUMMARY

The Senior Contracts Administrator leads comprehensive contract and subcontract including independently negotiating and executing complex subcontracts, resolving disputes and claims with subcontractors, mentoring junior contract staff, and ensuring compliance with company policies and contractual obligations. This senior-level position requires extensive technical contract expertise, proven leadership capabilities, and the ability to manage high-value, complex construction contracts with minimal supervision.

LOCATION

This position is based in Lake Charles, LA.

PRIMARY DUTIES & RESPONSIBILITIES

1. Lead the drafting, negotiation, and execution of complex contracts, subcontracts, non-disclosure agreements (NDAs), purchase agreements, and service agreements with minimal oversight.
2. Independently manage subcontracts post-award through execution, administration, and closeout in alignment with prime contract requirements.
3. Draft, review, and manage complex correspondence with subcontractors, and other parties, including formal notices, dispute letters, requests for information, change orders, and communications regarding contract performance, compliance, and legal matters.
4. Lead the administration and resolution of claims with subcontractors, including analyzing entitlement and quantum, coordinating with project teams and legal counsel, preparing detailed responses and position papers, negotiating settlements, and recommending litigation/arbitration strategies when necessary.
5. Monitor and evaluate subcontractor performance, compliance with contract terms, and adherence to project schedules and quality standards, taking corrective action and escalating critical issues to senior management.
6. Oversee insurance requirements for subcontractors and major contracts, including certificate of insurance tracking, compliance verification, liaison with insurance providers, and evaluation of coverage adequacy and risk exposure.
7. Review, analyze, and process complex subcontractor change orders, ensuring proper documentation, approval workflows, cost/schedule impact analysis, and alignment with prime contract change management procedures.
8. Proactively track key contract milestones, deliverables, and renewal dates to ensure timely action and prevent contractual defaults.
9. Lead compliance audits by ensuring contracts align with company policies and regulations and develop corrective action plans for identified deficiencies.
10. Prepare, review, and coordinate progress payment certificates, ensuring alignment with project milestones and contract terms, and collaborate with finance and project teams to verify payment schedules, amounts, and approvals.
11. Maintain accurate records of payments and ensure documentation is audit ready, and maintain organized records of contracts, subcontracts, amendments, and related correspondence in the contract management system.
12. Prepare comprehensive reports and presentations on contract status, upcoming renewals, risk exposure, and financial impacts for senior management and executive leadership.
13. Serve as primary liaison with legal, procurement, finance, and project teams to address complex contract issues and discrepancies and respond promptly to inquiries from internal and external parties regarding contract terms and obligations.
14. Proactively identify potential risks within contracts, conduct risk assessments, and develop and implement appropriate mitigation strategies, and ensure compliance with approval workflows throughout the contract lifecycle.
15. Lead initiatives to enhance contract management processes, develop standard templates and procedures, and mentor and train junior contract administrators and project staff on contract administration best practices.
16. Stay current with industry best practices, relevant laws, and regulations affecting construction contracts, and provide guidance to the organization on emerging legal and contractual trends.
17. Represent the company in meetings, negotiations, and dispute resolution proceedings with subcontractors, and other stakeholders.
18. Performing all other duties and responsibilities as assigned.

KNOWLEDGE, ABILITIES, & SKILLS FOR SUCCESS

1. Advanced written and verbal communication skills with proven ability to draft clear, professional, and legally sound correspondence, contract documents, and position papers for complex disputes.
2. Comprehensive understanding of construction contract and subcontract principles, terms, conditions, and legal precedents, with expert ability to identify, analyze, and mitigate contractual risks.
3. Extensive experience in claims management, including detailed analysis of entitlement, causation, quantum, and delay/disruption impacts, with ability to prepare and defend complex claim positions.
4. In-depth knowledge of construction insurance requirements, including general liability, workers' compensation, professional liability, builder's risk, and umbrella coverage, with ability to evaluate coverage adequacy and risk exposure.
5. Strong negotiation and dispute resolution skills with proven track record of reaching favorable agreements and resolving complex contractual disputes.
6. Advanced analytical and critical thinking skills with exceptional attention to detail for reviewing complex contract documents, identifying discrepancies, risks, and opportunities.
7. Leadership and mentoring abilities with experience training and guiding junior staff on contract administration principles and best practices.
8. Strategic thinking capabilities with ability to assess business impacts of contractual decisions and provide recommendations to senior management.
9. Ability to use appropriate computer programs (including, but not limited to, Microsoft Office Suite, contract management software, and document management systems) which includes having advanced computer skills and the ability to adapt and learn as programs and processes change.
10. Ability to work independently with minimal supervision, exercise sound judgment, and make decisions on complex contractual matters.
11. Ability to manage multiple high-priority projects simultaneously while meeting deadlines and maintaining quality standards.
12. Ability to function effectively as a team leader and collaborator across all organizational levels.
13. Ability to embrace change in the workplace while encouraging others to seek innovative approaches.
14. Ability to work a flexible work schedule, additional and/or different hours, including but not limited to nights, weekends, and/or holidays, as needed, to best serve the business operations.

QUALIFICATIONS

At a minimum, the Senior Contracts Administrator must a have bachelor's degree in business administration, business management, construction management, engineering, or related field of study, along with 7+ years of proven experience in contract and subcontract administration, including claims management and correspondence drafting in the construction industry or a high school diploma, or equivalent, along with 11+ years of proven experience in contract and subcontract administration, including claims management and correspondence drafting in the construction industry. Advanced knowledge and experience managing contracts for bridge, heavy civil, or infrastructure projects and/or a professional certification such as Certified Commercial Contracts Manager (CCCM), Certified Professional Contracts Manager (CPCM), or similar credential is preferred.